Acquisitions Services Annual Report July 1, 2009 – …library/acq/documents/FY… · Web...

Judy Maynes, Head of Acquisitions Services

Dartmouth College Library

FY2010

FY2010

Acquisitions Services Annual Report July 1, 2009 – June 30, 2010

August 6, 2010

Acquisition Services FY2010 Annual ReportJuly 1, 2009 to June 30, 2010

Executive Summary

Acquisitions Services provides central support services for collection development activities throughout the college library system. Services include management of the Information Resources and the Content Utilities budgets, vendor accounts and the licensing, purchase, receipt and payment of resources, as well as the provision of financial and collection statistics and reports. Each Acquisitions staff member makes unique and valuable contributions every day that directly support the scholarly resources and excellent library services that our patrons expect and receive as central to their Dartmouth experience.

In fiscal year 2010, the Library’s buying power for information resources was reduced by one-half million dollars. Acquisitions provided specialized expertise to successfully meet the financial and staff resource challenges, supporting the library administration, selectors and other managers though efficient purchasing and report preparation, as well as evaluating price models, providing advice, and implementing cancellation projects to meet reduction targets.

Key Highlights

Substantial reductions in the Information Resources budget necessitated a close scrutiny of purchasing options, strategic negotiations and renegotiations by Elizabeth Kirk, Associate Librarian for Information Resources, and difficult cancellation decisions across the board. Most significantly, cuts were much closer to the bone and considered a permanent resetting of the base rather than a temporary hiatus.

Increased purchasing efficiencies by establishing new approval plans for foreign materials from China, France, Japan, Korea, and Spain; as well as through the implementation of a shared music approval plan in collaboration with other Borrow Direct Libraries.

Increased valuable support and analysis necessary for determining strategic budget allocation for library resources; support included provision of financial reports, collection and cost per use statistics, package plan analysis, and increased monitoring of spending patterns.

Joined the Compact for Open Access Publishing Equity (COPE) in September 2009, to support article processing fees for faculty and graduate students publishing in open access journals.

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Statistical Highlights

FY2010 Information Resources and Content Utility Budgets: $ 9,507,234 Information Resources and $166,147 for Content Utilities

Orders, Cataloging and Maintenance (see Appendix V) Orders decreased overall 18% (totaling 30, 970), similar to FY07 and FY08 levels. Approvals increased 9%; firm orders declined 23% Serials, BLSOs, multiparts, and replacement orders each declined by 60% or more. 78% of the Information Resources budget now supports serials and databases 22% of the Information Resources budget supports monographic purchases. Spending for electronic formats increased 6% in FY10; up 10% from FY08.

o 71% (FY10) ; 65% (FY09); 61% (FY08) Cataloging at receipt has declined 95% since the majority of this activity was

consolidated with Cataloging & Metadata cataloging workflow in FY09. Maintenance activities increased, with records maintenance activities up 20%, and

SerialsSolutions site maintenance activity up 24%.

Income from Programs: $16,019 credited to the Information Resources budget from Alumni Memorial Book Fund

Program receipts $2,154 credited to the Information Resources budget from the 5613 lbs of books shipped

to the Better World Books Library Discard & Donations Program.

Looking Ahead

Reduced financial resources necessitate strategic purchasing and value assessment. Vendors and publishers compete for limited academic dollars through a complex and dynamic array of packaged options, consortia deals and alternative price models. Decisions demand a robust structure for collection and cost analysis and valuation. Collaborative collection building with other Borrow Direct libraries and options such as CRL, JSTOR’s Current Scholarship Program, the Hathi Trust, continue to increase the potential for shared collections and preservation of access. In addition, serious consideration must be given to consolidating serial vendors, which appears to be the next essential management tool for reducing cost and streamlining internal workflow, particularly given limited staff and financial resources. Expanded Highlights and Appendices are attached

Appendix I: Acquisitions Mission and Areas of OperationAppendix II: Acquisitions Staff ListAppendix III: Participation on Committees, Task Forces, Implementation Teams Appendix IV: Staff Development Activities Appendix V: Ordering Statistics: a Five-Year SummaryAppendix VI: Records and Serials Solutions Records Maintenance StatisticsAppendix VII: Vendor Account & Product VisitsAppendix VIII: Acquisitions Goals FY2011

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Acquisitions ServicesExpanded Highlights for FY 2010

Staff Resources, Staff Development and Training

Acquisitions Services staff consists of 19.5 FTE including 1 exempt and 18.5 non-exempt staff members. Students provided 480 hours of valuable processing and project assistance.

Staff Promotions in FY 2010:Sarah McBride: July 2009 - Acquisitions Assistant I to Acquisitions II Timothy Wolfe: July 2009 - Acquisitions Assistant I to Acquisitions II Judith Maynes: July 2009 - Librarian II to Librarian III

Allocation of Staff Resources Shifting needs and priorities prompted workflow changes and the reallocation of staff resources on the following teams: Coutts Ratification, Rush Order, Order Revision, and Serials Check-in. In addition, preparations were made to increase staff resources for digital resources by 22.5 hours per week effective July 1, 2010.

National Conferences, Institutes, and Advisory Board Participation: ALA Midwinter, Boston Ma., January 2010: Julie McIntyre and Barbara Sterling ALA Annual in Washington DC, June 2010: Judy Maynes Charleston Acquisitions Conference, November 2009: Rebecca Torrey. Coutts Advisory Board WebEx Meetings, Nov, 2009: Judy Maynes and Julie McIntyre Coutts Advisory Board Meeting, June 2010: Judy Maynes and Julie McIntyre Harvard Leadership Institute for Academic Librarians (LIAL), Aug. 2009: Judy Maynes

Dartmouth College and Library Conferences Participation PEAK Conference, Spring 2010 E-Resources Fair, 2010 Library’s Inspiring Ideas Conference

Outreach & Education Committees Open House , September 2009 (ERMIT-2 Committee) First Year Open House, September 2009, “Oh the Places you can Go!" The ERMIT-2 Committee provided an update to LMG, September 2009 Presented the PACC produced video “Picture This” to the ASRT Group, February 2010. Participated in meetings with Peter Lund from Loughborough University in the UK; part

of a two-week study visit to New England libraries, Sept. 2009. Created and presented a new Acquisitions Services power point at the New Staff

Orientation, October 2009. Prepared data on annual access fees for a Collection Development Forum

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Collection Development & Vendor Relations

Eliminated $2400 in annual maintenance fees: transitioned remaining vendor accounts from BISAC to EDIFACT format to for electronic invoicing, which reduced annual maintenance fees and overall processing time.

Reduced order and processing time by changing our RUSH order vendor: took advantage of Barnes & Noble’s academic invoicing program which eliminated the need to use a credit card.

Increased efficiencies through approval plan changes & collaborations Initiated a shared approval plan collection with other Borrow Direct Library for 20th & 21st

Century Music Scores through Theodore Front. Updated all Coutts approval profiles & established annual spend limits. Initiated approval plans and established annual spend limits for:

o Aux Amateurs: French Literature o Iberoamericana: Literature -Spain (from purchase to approval plan)o Iberoamericana: Social Sciences - Spain (from purchase to approval plan)

Increased efficiencies for purchasing Chinese, Korean, and Japanese materials: worked closely with the Asian bibliographer to review accounts and purchasing procedures:

Coordinated a bulk purchase for Korean materials through Panmun following a review by the Korean collection consultant.

Initiated quarterly wire transfers to Beijing Rare Books to eliminate lost checks. Established a Japanese literature approval plan with Japan Publications Trading Company. Established a literature slips plan with Chinese International Book Trading Corp. (CIBT).

Increased control over standing order expenditures: completed preparations to remove the majority of standing order titles from the serials budget and selectively purchase individual volumes as firm orders within the monograph budget. This improves our ability to predict annual serials expenditures. (Baker & Taylor’s acquisition of Blackwell North America prompted the cancellation of 1360 standing orders. Following a full review, 66% will be closed out as subscriptions. 34% will be reordered through Coutts in FY11 as standing orders.)

Continued cancellation and de-accessioning projects Worked closely with Director of Digital Resources & AUL to review electronic databases

for cancellation to meet budget reductions in FY11. Continued the JSTOR discard and Deaccessing Projects to alleviate space and meet

budget reductions for binding.

Additional Processing Statistics Resolved 146 digital access problems (approximately 12 per month). Processed 496 subscription cancelations or transition to digital format. Responded to an estimated 3700 inquiries addressed to our general acquisitions mailbox Managed 322 vendor accounts in FY10

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Financial & Statistics Support Resumed ordering for FY10 on July 1 and invoice processing on August 19, 2010. Implemented new counting procedures for collection statistics, realigning count-in and

count-out methods to address impact of a significantly reduced binding budget. Held financial educational sessions with Bibliographers and Acquisitions Liaisons to

review subject allocations and funds including reserves and endowment restrictions. Met new ARL statistics deadline which suddenly changed from January to October. Assumed responsibility for managing and monitoring the Content Utilities budget in

Millennium in FY10.

Systems Administration to Support Collection Development Decisions Updated information for usage statistics administration and integration for systems such

as ERM, including coordinating SUSHI feeds from COUNTER3 compliant publishers. Increased time spent on data management for administrative settings in electronic

databases and platforms, including setting up a mobile device option from EBSCO, setting up full text links in Web of Knowledge, and setting different defaults in databases in response to changing options available from the vendors and publishers.

Addressed a complicated set of problems with the ProQuest Alumni Databases that caused us not to have access until September 2009, resulting in ProQuest investigating how different platforms handle Shibboleth and new ways to provide access to alumni.

Extensive work was done to set up Shibboleth authentications for as many providers as possible; included working with Eric Bivona, DLTG.

Cross-Department Collaborations: Created detailed workflow specifications and worked with programmer, Paul Merchant,

to rebuild the database used to manage subscription changes. Completion of the project was delayed due to unplanned staff reductions in DLTG.

Acquisitions and Preservation staff established workflow procedures for archival files. Acquisitions and Cataloging & Metadata staff streamlined processing and cataloging

workflows for standing orders and multi-part formats. Through PACC, restructured and recharged the Collection Services Roundtable; and

proposed elimination goals designed to streamline and speed processing time. Through ERMIT-2, extensive work was completed to further implementation of

Innovative’s Electronic Resources Module, particularly in the areas of use statistics, license record data, and public display options.

The Student Library Service Program honored sixty graduating students through the purchase of books each individually plated to honor their service to the library.

Department Administration & Documentation Updated our department emergency plans to include potential pandemics. Worked with Mary Childers, Ombudsperson, on a workshop for department supervisors

on supervising friends & relations in the workplace. Wrote a Summer Work Schedule Planning Guide for Acquisition Team Planning Updated the Digital Invoice Approval Guidelines and Year-End Digital Invoice Approval

Guideline.

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Alumni Memorial Book Fund Program (AMBF)

In FY10 we upgraded to FileMaker Pro 9 and redesigned the database to streamline workflow and incorporate financial information. A retrospective review was completed to make sure that our class lists were accurate. We worked collaboratively with the Alumni Class Activities Office staff to assist classes planning for future memorials.

39 classes actively participate in the program, including 14 endowed classes $16,019.22 was credited to the Information Resources budget through AMBF receipts. 429 alumni class members memorialized The Class of 1966 joined the Alumni Memorial Books Program in FY10. Fully memorialized: Class of 1920, 1923, 1924, and 1925.

Financial Gifts Program: Memorial and Non-Memorial Gifts

Collaborated with Development to establish procedures and guidelines for the Robert C. Kolbe D1934 Memorial Fund, a book memorial fund to run through November 2010.

$300 was credited to the Information Resources budget from gifts to the Memorial and Non-Memorial Financial Gifts Program.

Better World Books Library Discards & Donations Program

$2,154.40 received in sales commissions and returned to information resources budget 5613 lbs (2.8 tons) of books shipped to Better World Books

Library Collection Statistics

2.85 million books 20,000 linear feet of manuscripts 175,000 maps 2.6 microforms 39,000 electronic journals 150,000 electronic books 1,000 electronic databases

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APPENDIX I: Acquisitions Mission & Areas of Operation

Mission:

To provide exceptional support services for all collection development activities through prudent stewardship of the materials budget and strong working relations with our customers, colleagues and business partners.

To fulfill our mission, Acquisitions strives to:

Employ good accounting principles, maintain accurate records and effectively manage the materials budget and the financial information in Millennium

Provide accurate statistical, fund and other management reports Periodically review policies and procedures to ensure effective and efficient services Develop strong working relationships with vendors, publishers, consortia and alumni Maintain strong cross-departmental working relationships with colleagues Seek out new technologies in support of our work Maintain a commitment to staff development & training

General Areas of Operations Managed by Acquisitions:

Library Information Resources and Content Utilities budgets Purchase and receipt of library materials Approval plans, continuations, subscriptions and memberships Digital resources trials, license, lease, access and site administration Alumni Memorial Books Program (AMBF), Memorial and Non-Memorial Financial

Gifts, and Gifts-In-Kind Programs Fund, statistical and other management reports Serials Cataloging and Records Maintenance

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Appendix II: Acquisitions Staff – FY 2010

Staff RosterAlexander, Braman Acquisitions Assistant IICheryl, Burns Acquisitions Specialist, Vendor RelationsKarla Bushway Acquisitions Assistant IISusan Caruso Acquisitions Assistant IIMiriam Corriveau Acquisitions Assistant IIMarianne Densmore Acquisitions Assistant IISuzette Fegan Acquisitions Assistant IIRoberta Gilbert Acquisitions Assistant IILori Heath Acquisitions Assistant IIJudith Maynes, Head of Acquisitions ServicesSarah EE McBride Acquisitions Assistant II (20 hours)Julie P. McIntyre Acquisitions Services SupervisorKathleen E. O'Neill Acquisitions Specialist, Financial ManagementJan E. Peltzer Acquisitions Assistant IIBarbara W. Sterling Acquisitions Assistant IIRebecca M. Torrey Acquisitions Specialist, Digital ResourcesDonna Vinopal, Acquisitions Specialist, Continuing Resources Kathleen A. Walker Acquisitions Services Supervisor Karen J. Welch Acquisitions Assistant IITimothy M F Wolfe Acquisitions Assistant II

Staff Promotions in FY 2010: 3 staff membersSarah McBride: July 2009 - Acquisitions Assistant I to Acquisitions II Timothy Wolfe: July 2009 - Acquisitions Assistant I to Acquisitions II Judith Maynes: July 2009 - Librarian II to Librarian III

Staff leaves of absence: 15 weeksThree staff leaves of absence

Student Assistance 2010: 480 hoursLeslie Lopez, Class of 2011Xiaoxi Dai, Tuck 2010

Students provided 480 hours of valuable processing and project assistance, including: adding security strips to print journals, processing government documents, checking gift materials for duplicates, unpacking approval shipments, checking old orders for receipt, boxing invoices for transfer to records management, and stocking shared workstations, printers and copiers. In addition, students have provided valuable project assistance by working on an AMBF class lists retrospective inventory; a digital resources licensing inventory, and assisting with a Chinese materials orders project.

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APPENDIX III: Participation on Committees, Task Forces, Implementation Teams, and Working Groups

Committees, Implementation Teams & ForumsCollection Development ForumCollection Management Planning GroupCollection Management Planning Group (CMPG)Collection Services Coordinators (CSC)Collection Services Roundtable Meeting on Statistical CountingDartmouth College Library Staff Association: Program CommitteeElectronic Resource Management Database Finder GroupElectronic Resource Management Implementation TeamElectronic Resource Management Stats GroupLibrary First Year Open House Planning CommitteeLibrary Web ForumLibrary Web Round TableMARC21 Holdings Implementation GroupMarketing & Communications CommitteeMaterial on Demand Pilot Project CommitteePreservation, Acquisitions, Cataloging Committee (PACC)Save the Time of the ReaderSearch360 Alumni GroupSerials TeamStudent Supervisory CommitteeSummon Admin TeamSustainability CommitteeTeCorUnited Way

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APPENDIX IV: Staff Development Activities

Staff Development ArtworksAssessment Planning Workshop: Basic StatisticsBenefits Proposal Information SessionBlackboard class video training seriesCoutts Audio books WebinarDr. Kim Dartmouth's Financials (2 different sessions)Ethics of Green BuildingFire Safety Education JSTOR Current Scholarship Program - WebinarKiewit-PKCS Open House- Crime wareMicrosoft OfficeMy Computer did what? New look on MicrosoftNISO Webinar: eResources PreservationNISO Webinar: Identifiers: new problems, New solutionsOASIS version IV training sessionONIX-PL webinarPhilosophers, Grave robbers and Anatomies: MedicinePower PointPower SleepProvider Neutral eBooks webinarPreservation Book RepairResume & Cover Letter writing tipsRudolph at 70Safety on Campus Active ShooterSecret Life of the PowerPointSearch 360 WebinarSomething has to give: How to assertively say no to people, places, and thingsWebinar - "Access and Collections"

Luncheon LearnsLuncheon Learn : Architecture Students and the Berry Combined DesksLuncheon Learns : BAW holiday card,; Monticello; Dartmouth’s Pow-WowLuncheon Learns : Poetry; Vietnam - Pictures and StoriesLuncheon Learn : architectural and social history of America in the Age of Jefferson

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Staff Development Activities – ContinuedDiversity Don Rains - 45 year old Native-American Dartmouth Student, reads from his writings and shares his storyHood Museum of Art: Wabanaki Ash Splint Baskets from Maine, Tapis from Lampung, South Sumatra Indonesia, Art that lives? Exploring figural art from AfricaInstitutional Diversity + Education - Traces of the TradeKwanzaa CelebrationMartin Luther King Jr. Day Employee Celebration Breakfast

Staff Activities 4th Annual Dartmouth College Library Golf TournamentAfter Daumier: Social Comment in Illustrations and Cartoons in the Early 20th CenturyArt Department Professor Virginia Beahan, on photographing the people and landscapes of CubaBackstage Tour of the Hopkins CenterBallet Folklorica : Random Act of ArtBarbary Coast Jazz Ensemble : Random Act of Art in Novack CaféBehind the Scenes: volunteering for local housing makeoverCollege Film - Shadow Land part of Summer Arts WorkshopCurators Tour: Animal MagnetismDartmouth Community Celebration, DCLSADartmouth Haiti response team talk, DCLSAFall Employee Services FairHitchcock Foundation Helmut Schumann LectureHopkins Center Tribute to documentarian Frederick WisemanInauguration of President KimJames Dickey Center for International UnderstandingLooking at Who You Are: Exploring Identity and ImpactMontgomery Fellow Jules FeifferOffice of Alumni Affairs event: Theodor SEUSS GeiselPoetry and Prose English Department SeriesPresentation on Comics and CartooningPresident Kim Community Welcome, Friends of the LibrarySpecial Address by President Jim Yong KimStaff breakfast to welcome President Jim Yong KimStrength in What Remains, Tracy KidderTour of Campus GreenhousesTour of Simulation Lab at DHMC's Patient Safety Training CenterTypography in the Digital AgeWorld Music Percussion Ensemble : Random Act of Art in Novack Cafe

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APPENDIX V: Ordering Statistics: Five-Year Summary Comparison

FY06 FY07 FY08 FY09 FY10 % change

FY09 to FY10TOTAL ORDERS 36,569 28,92

333,833 37,633 30,970 -17.7%

Monographic Firm orders 15,242 19,57

819,592 19,995 15,445 -22.8%

Approvals 16,572 5,186 10,536 12,084 13,189 9.1%BLSO items 1,036 765 725 608 219 -64.0%Books in series 2,318 2,060 1,620 1615 886 -45.1%Class dups 60 79 35 20 31 55.0%Multiparts 165 152 149 172 68 -60.5%Other 12 18 8 43 23 -46.5%CJK 522 351 -32.8%Repl. 430 371 659 749 292 -61.0%Total Mono Orders 35,835 28,20

933,324 35,808 30,504 -14.8%

Total Serial 734 714 509 1825 463 -74.6%

Total Orders 36,569 28,923

33,833 37,633 30,970 -17.7%

Average per month 3,047 2,410 2,819 3,136 2,581 -17.7%

Other ordersRUSH 1,235 1,026 803 615 678 10.2%Gift 1,793 2,063 1,133 1478 1255 -15.1%Digital Resources 394 454 387 1,652 386 -76.6%Videos/DVDs 1,681 1,695 1,598 1,916 1,976 3.1%Kindle 26 16 -38.5%

CATALOGED IN Acquisitions)Monographs 15,800 15,23

314,190 7210 705 -90.2%

Serial titles 169 127 106 66 43 -34.8%Scores 5 13 1 4 4 0.0%Maps 18 12 6 4 0 -100.0%Computer Files 0 0 0 0 0

All cataloging 15,99215,38

5 14,303 7284 752-89.7%

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*Monograph replacements include serials #With FY07, counting approval slips with firm orders since they are ordered individually.% The majority of cataloging upon receipt activities transferred to Cataloging & Metadata in FY09.APPENDIX VI: Records & SerialsSolutions Maintenance: Two-year Comparison

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Records Maintenance Activities increased by 19.7% in FY10.

Serials Solutions Maintenance increased by 24.3% in FY10 ¹

Record Maintenance Activities FY 09 FY 10

Added copy 5 30Cancelled 607 747Ceased 112 138Discard 157 450Holdings update 468 587Inactive (new) 26 21New titles 95 52Recatalog 3 0Reclass 0 0Retrospective conversion 1 0Title change (new) 28 16Title change (old) 32 17Transfer 279 113Withdraw 0 1

TOTAL ACTIONS 1813 2172

Serials Solutions Maintenance FY09 FY10 % IncDatabase changes * 108 1000

Title Changes ** 3409 3930Serial subscription changes: print to digital 152Serial subscriptions changes: cancellations 302

Other 6Total 3971 4936 24.3%

¹TOTAL includes changes made by anyone who makes changes in the database, including Cataloging & Metadata, Serials Solutions Staff & Acquisitions staff.* Database changes (selected or deselected databases, or updated title coverage from "we subscribe to all in the database" to "We subscribe to only some of the titles in this database.")** Title changes (Includes URL changes or custom URL additions, coverage date changes, title selection or deselection.)

Appendix VII: Vendor Account & Product Visits FY10

07/06/09 – East View, Min Chan07/29/09 - Japan Publications Trading Co. LTD, Shigenori Kon08/07/09 – Coutts, Carolyn Morris & MaryLynn Kingston (Profile review) 09/05/09 – Ebsco Publishing, John Henderson10/15/09 – Springer, Steve Fallon10/20/09 – Harrassowitz, Justin Clarke10/30/09 – Gale/Cengage, Theresa DeBenedictis11/05/01 – Elsevier (Reaxys), Judy Olsen11/17/09 – Midwest Library Service, Jay Askuvich & Lorraine Best12/15/09 – Elsevier, Joanna Kilpatrick & Erik Moses02/02/10 – EBSCO, Terry Walsh02/10/10 – The Book House, Sandra Brown03/03/10 – OCLC, Patrick Moriarty03/09/10 – Eastern Book Company, John Long03/16/10 – EIU, Jackie Couture04/29/10 – Erasmus, Dirk Raes05/20/10 – HW Wilson, Suzanne Conboy05/27/10 – ACS Publications, Mike Tavares06/22/10 – John Wiley & Sons, Athena Michael

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Appendix VIII: Acquisitions Services Goals FY 2011

Communication & Customer Service Continue providing colleagues a supportive & collaborative work environment by

demonstrating high standards of personal responsibility, maintaining courteous and professional interactions; and providing the highest quality customer service.

Update content on Acquisitions webpage to better communicate services and processes. Develop a new Alumni Memorial Books Fund Program brochure.

Collection Development Support Create more robust collection analysis structure to effectively and efficiently meet the

increased need for services in this area. Develop options for providing collection and financial statistics, review files, and reports.

Staff Resource Allocation and Staff Development Realign staff resources to adjust to and prepare for changing needs and priorities, including:

Increasing staff resources to support digital resource acquisition Increasing staff resources to support collection analysis Review cross-departmental serials workflows to streamline workflows

Vendor Relations

Investigate approval plans for Korean and Chinese materials. Consolidate major serial vendors to reduce overall costs, better utilize vendor services,

and streamline workflow. In FY11, determine needs and prepare a Request for Proposal (RFP) to send to our three major vendors for transition in FY 2012 or FY2013.

Systems in Support of Collection Development Activities Incorporate ERM into existing digital resources and serials maintenance and management

activities; including developing procedures for managing licenses and retrospective data entry, and utilize ERM to help manage progress of product offers and purchase decisions.

Continue work with DLTG programmer to rebuild our workflow management database (project delayed in FY10 due to unexpected staff retirements and open positions)

Enhance FileMaker supporting the Financial Memorial & Non-Memorial Gifts Program. Continue to support key systems such as SUMMON

Administrative Establish a records management retention policy for Alumni Memorial Books Program Develop new policy and procedures for order record deletion.

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